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Standards for Permanent
Records Media and Storage

Overview

The media and storage requirements for permanent public records are determined by RMD in cooperation with the Archives Division. This is set by statute and resulted in Standards for Permanent Records Media and Storage.

The Law

1. Scope:
This standard is established by the Director, Arizona State Library, Archives and Public Records pursuant to A.R.S. §39-101. It is published by the Arizona State Library, Archives and Public Records, an agency of the Legislature.

This document was initially prepared by a committee acting as advisors to the Director. The committee was composed of records management, archives and conservation professionals with representation from State, County and Municipal Government. Its purpose was to develop criteria for records media and media storage which will assure permanent preservation of selected public records.

Permanent preservation refers to those standards required to maintain records in perpetuity with an expected life of 500 or more years. Long term preservation refers to those standards necessary to assure no more than 100 years of expected life.

Permanent standards are necessary for those public records required by law to be permanent or those records determined by the Arizona State Library, Archives and Public Records to possess archival or historical value.

2. Authority:
Arizona Revised Statutes §§39-101, 41-1345, 41-1346, 41-1347, 41-1348, 41-1349, 13-2407.

3. Responsibility:

  1. Public officials and other custodians of public records: To preserve and protect permanent public records in accordance with these standards and maintain documentation that the standards are being met.

  2. Arizona State Library, Archives and Public Records records management analysts or archivists: To monitor and audit these standards as related to permanent public records and report findings to the Director.

  3. Director of Arizona State Library, Archives and Public Records: To notify the Attorney General of violations of A.R.S. §39-101 and to seek further resolution with the public official or custodian of the records.

4. Requirements:
NOTE: Only human readable media are being considered for permanence.

A. Permanent Micrographics

  1. Film must be conventional silver halide type manufactured for use as microfilm. It must have a safety base of either cellulose ester (triacetate) or polyester. (ANSI PH 1.25; PH 1.28; PH 1.41).

  2. Processing must be accomplished using a processor which provides a separate fixing stage and washes the film thoroughly following fixing. Processed film must have no more than 0.7 micrograms per square centimeter of residual thiosulfate (fix) remaining on the film. This must be documented through regular testing of the processing operation using the methylene-blue method. When using a commercial lab for processing, the lab must furnish the records custodian with certification showing that testing is performed not less than once per week and that the testing indicates that the film falls within the tolerable range of the test. If the film does not meet the standard it must be rewashed and retested within 14 days of initial processing. (ANSI PH 4.8).

  3. Storage containers must be unpainted plated metal cans or peroxide free plastic boxes containing one roll of film. Film must be wound tightly but not under tension onto polystyrene plastic reels. Pressure sensitive tape or labels must not be in contact with the film. All splices must be of the heat weld (triacetate film) or sonic weld (polyester film) type. Other foreign materials (e.g. paper strips, rubber bands, other types of film, etc.) must never be placed in the containers with the film.

  4. Polyester jackets may be used for unitized records if all other requirements for film and storage are met and carbon ribbon is used for indexing. Paper aperture cards or "Tab-Jacs" may not be used.

  5. Storage area must be secure and fire protected. It must also be free of steam or water sources including drains, except that any sprinkler or humidifier plumbing must have a shut-off valve located outside the storage area.

  6. Silver halide film must be stored only with like materials with a given storage unit (e.g. storage cabinet, storage box, etc.).

  7. Film must be stored at least three inches above the floor of the storage area.

  8. Storage units (e.g. storage cabinet, storage box, etc.) must be the un-insulated type made of metal, peroxide free plastic, or "Acid Free" corrugated paper. Particle board, wood and standard corrugated paper units must not be used.

  9. Storage area environment must be maintained with minimal fluctuation (temperature + 5°F; relative humidity + 6%):
    10. Temperature: 70°F (21°C) Maximum
    32°F (O°C) minimum
    Relative Humidity: 40% maximum
    20% minimum.
  10. Storage area must be kept clean and relatively dust free. Frequent dusting and vacuum cleaning is advised. Area must be free of rodents, insects and active fungi.

  11. Handling of film must be minimal and limited to producing duplicate working copies. Film should be handled at edges only and hands should be covered with soft clean cloth gloves.

B. Long-Term Micrographics

NOTE: These types are not suitable for permanent records.

  1. The following film types are considered long-term if storage and handling requirements are met:

    1. Dry Silver (TPS) Microfilms
    2. Electrostatic (electrophotographic) Microfilms
    3. Thermal Deformation (Photo plastic) Microfilms
    4. Monobath processed Silver Halide Microfilms
    5. Diazo Duplicate Microfilms
    6. Vesicular Duplicate Microfilms

  2. Storage and handling conditions must conform to the requirement for permanent conventional silver halide microfilm 4. A. (3) through (11) above.

C. Quality Control Standards for both Permanent and Long-term Microforms.

  1. Resolution (minimum acceptable)

    2. (a) 16mm Rotary Camera 90 lines/mm
    (b)16mm Planetary Camera 110 lines/mm
    (c) 5mm Planetary Camera at 24:1 120 lines/mm
    (d) 35mm Planetary Camera at 30:1 135 lines/mm

  2. Density (acceptable range on white target)

    (a) Background 0.80 to 1.40
    (b) Base + Fog 0.00 to 0.16

  3. Microforms must be virtually an exact representation of original documents following inspection, re-filming and splicing of appendix. Container indexing must adequately represent the contents of the film.

  4. Only heat (triacetate) or sonic (polyester) weld splices are acceptable.

  5. Annually, all permanent and long term micrographics holdings shall be inspected by the records custodian. A minimum 1% random sample representative of all holdings must be taken and inspected for:
    1. Golden color blemishes
    2. Faded images
    3. Discoloration of film base or images
    4. Broken or damaged splice welds

D. Permanent Paper

  1. The fiber content shall be cotton or linen, fully bleached wood pulp, or a mixture. The paper shall be free of lignin, unbleached wood pulp or groundwood.

  2. The pH shall be from 7.5 to 9.5.

  3. The paper shall contain a minimum of 2%, by weight, of calcium or magnesium carbonate, or both as an alkaline reserve.

  4. The paper shall be internally and surface sized with a neutral or alkaline agent.

  5. Paper weight shall be 16 lbs. (60g/M2), 20 lbs. (75g/M2), 24 lbs. (90g/M2) or 32 lbs. (120g/M2).

  6. File folders for storage of permanent records shall conform to the same standards as above 1 through 4 but shall have a minimum thickness of .010 inches (.254 mm).

E. Storage Containers for Permanent Paper Records

  1. File cabinets shall be constructed of steel with a smooth, baked enamel finish.

  2. Non-corrugated document boxes shall conform to permanent paper standards 4. D. 1 through 4 and shall be of a weight and thickness to assure adequate protection of the enclosed records.

  3. Corrugated Document Boxes:
    1. The paper plies shall be free of lignin, groundwood and unbleached wood pulp.
    2. The pH of the interior lining paper shall be from 7.0 to 9.5.
    3. The interior lining paper shall contain a minimum of 2%, by weight, of calcium or magnesium carbonate, or both as an alkaline reserve.
    4. All adhesives shall be formulated to prevent acid migration to the interior of the box.
    5. The paper shall be internally and surface sized with a neutral or alkaline agent.

F. Storage Environment for Permanent Paper Records

NOTE The stability of the environment is, within reason, more important than specific numbers. For example, a stable temperature, maintained constantly at 75°F, is preferable to one that fluctuates from 65° to 75°F. The same is true of relative humidity.

  1. Storage Environment must be maintained with minimal fluctuation (temperature + 5°F; relative humidity + 6%)

    Temperature: 75°F (22°C) maximum, 60°F (16°C) minimum

    Relative Humidity: 60% maximum, 30% minimum

    NOTE: Ideal temperature variation is no more than + 2°F; Ideal Humidity variation is no more than + 2%.

  2. Ultraviolet radiation from either sunlight or fluorescent lighting shall be kept at minimum by the use of window shades or paint, ultraviolet filters, the use of lights only during retrieval or filing, or a combination of such methods. Incandescent lighting used only during retrieval or refiling is preferred.

  3. Air circulation shall be adequate to prevent stagnant air. Incoming air shall be filtered, mechanical filtration through fiberglass filters being the minimum acceptable. Electro-static filters shall not be used. Filters will be serviced at recommended intervals.

  4. The storage area shall be free of rodents, insects and active fungi.

  5. Storage area must be secure and fire protected. It must also be free of steam or water sources including drains except that any sprinkler or humidifier plumbing must have a shut-off valve located outside the storage area.

  6. Annually, all permanent paper records shall be inspected by the records custodian. A minimum 1% random sample representative of all holdings must be taken and inspected for:
    1. Water damage
    2. Infestation by insects or fungus
    3. Discoloration, brittleness, etc.

  7. Documentation: All custodians of permanent public records are required to file a certificate of conformity to permanent records standards at least once annually, at the end of each fiscal year. The certificate is to be sent to the Arizona State Library, Archives and Public Records. For convenience the Department will supply blank forms.

 

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Updated:  06/07/2006

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